Meeting declared open
20:18.

Speeches from outgoing
officers

President - Tom Norton

Tom noted
that it was a shame so much was cancelled this year, but that we
got off to a good start with an excellent park race. The Tab training
week at
Easter was well attended and it was a shame that we could
not hold a training
week at Easter due to Foot and Mouth disease
as this is always good to get club
members together. The
Varsity Match was the first of many events to be
cancelled.
Everyone had trained much harder than in previous years, putting
us in a much better position than against the Tabs and it was a shame
the training
wasn't put to good use. A lot of effort went
into BUSA, which was also
cancelled, but thanks to everyone that
helped, hopefully the work will be used
in the near future. We had
some good socials. We wanted to make the club
a lot more
recognised this year and have done well through street races etc
to make it less of a rambling club in the eyes of other people.
New members
have been more numerous than in previous years and
those that have joined have
put a lot into the club. Thanks
to the committee who did an excellent
job.

Secretary -
Tim Smith

Tim didn't appear to have too much to say at the
meeting as he thought most
people had seen what he'd been doing
all year, but made up a few words whilst
writing the
minutes:

I hope I made the running of the club a lot smoother
for people this year and
future committees. I introduced
some nice computer systems to take membership
details and make
them available to the committee, as well as creating some online
entry systems for the park race and BUSA which can be used again in
the future.
I enjoyed organising tours to the Czech Republic
last summer and to France this
year.

Treasurer - Kate
Urch

We got an �1800 grant this year which was �50 more
than last year. The
grant for 2001 should be �1850. We
have roughly �2000 in the bank account
which is �500 more than
last year as we have not spent much over the last couple
of
months. The system of accounts needs to change so that all
transactions
go through the bank account and can be easily
identified. Everyone has
to pay for things that they owe
money for without keeping it on the club books,
and money owed to
members cannot be offset against money they owe to the club.
It's not a problem for members to pay for all their entries and
transport for
the term at once. We need to geta standard
form off the Sports Federation
that we can use for people to claim
expenses.

Training Officer - Rob Palmer

Rob
wasn't present at the meeting, but the weekly runs have been well
attended,
we had a few training days and went to the Lake District
at Christmas with the
Tabs. Thanks to Rob for sorting these
things out in a post he didn't want
to do.

Information
Officer - Ian Cumpstey

Ian noted that all he really had to
do was put things on the website, which
he did. Ian thanked
Tim for organising a lot of other information for
everybody.

Social Officers - Caroline Catmur and Guy
Barnett

Caroline told us how the socials were all so
successful that she couldn't remember
too much about most of them,
but the highlight of the social calendar this year
was the return
to the Czech Republic at Easter, which everyone except Tim missed
out on.

Adoption of minutes from the 2000
AGM

Tom N managed to convince everyone present that the
minutes from last year
were accurate and that all motions had all
been fulfilled with the exception
of the purchase of the Simon
Beck Memorial Boiler Suit.

Constitutional
Changes

This AGM notes that the current
constitution is out of date and
does not contain the level of
detail required by the Sports Federation.
This AGM therefore
resolves to replace the current constitution with the proposed
version based on the recommended format from the Sports
Federation.Proposed: Tim Smith Seconded: Tom
NortonThis requires the support of 75% of the members
present

The proposed constitution was amended to move
responsibility for keeping records
of club members from the
secretary to the information officer. Clauses
21(b) and (c)
were added as follows:

"The Information Officer
shall:

(b) Provide members' details to other
committee members, with the exception
of medical and other
sensitive information.
(c) Ensure that the committee member
responsible for any trip away from Oxford
is notified of any
medical information relating to those members
travelling."

With this change, the new
constitution was accepted unanimously.

Click here to view the constitution
on
the web.Click
here to download the constitution
in MS Word
format.

Election of new
officers

PresidentTom Mitchell
proposed: Tom Norton seconded: Tim Smith

Tom said that
he would like to see lots of training in Michaelmas Term, with
a
big build up to the Varsity Match in Hilary and fun in the sun during
the
summer. He thought that the club would benefit from a
well structured
training program. In response to a question
on how he would encourage
people to join the club, Tom thought
that most people who are going to become
involved will find the
club anyway but a more prominent image is important,
put forward
with advertising directed at sporty people rather than just posters
around colleges. Tom was sure that his PhD and rowing would not
interfere
with the post of President.

All those present
thought it was about time Tom was on the committee and so
elected
him nem con.

SecretaryCaroline Catmur
proposed: Tim Smith seconded: Tom Norton

Caroline said that
she would like some CV points and is well organised.
In
addition, she thought she could handle the complexities of entering
events
and ordering minibuses. Combined with the fact that
she will have finished
most of courses for her degree this year,
so will be sitting around with nothing
to do but run an
orienteering club, she thought she would be ideal for
Secretary.

Everyone agreed that Caroline was definitely the
best person standing for Secretary
and so she was elected nem
con.

TreasurerOliver O'Brien proposed:
Kate Urch seconded: Tim Smith

Ollie is a numerate physicist
and his Dad is also treasurer of an orienteering
club so could
offer handy tips and maybe the odd bit of cash. Ollie has never
been a treasurer before but it can't be that hard. Kate
promised to give
detailed instructions for the way the accounts
should be run in the future and
Ollie agreed to do anything that
Kate demanded.

Matt joined the club this
year and only came to the socials for the first term.
He has
since become interested in orienteering too.

Elected nem
con.

Information OfficerNo one stood for
Information Officer before the meeting and there was a
short
discussion considering whether Ed Catmur could take over on his
arrival
at Oxford. This did not seem ideal as quite a lot of
stuff needs doing
at the start of the year, in particular taking
members' details and setting
up the mailing lists. Just as
we were about to split the job between Ollie,
Ian and Ed, Chris
volunteered to take the post on the condition that someone
give
him a few pointers on how to write web pages and run mailing
lists.
We assured him this wouldn't be hard as even our
resident arts student, Tom
N, had managed to produce a web page in
the last few weeks.

After more chat than for any other
post, Chris was elected nem con.

Women's
CaptainPippa Whitehouse proposed:
everyone

Pippa had said before the meeting that she'd like to
be involved in the club
and we thought she'd do a good
job.

Both the women present agreed and so she too was elected
nem con.

Motions

This AGM notes that...

Following
conversations overheard during social events and competitions
this year, it is believed that there is an unhealthy interest for
other
high profile sports in Oxford (esp. travelling
backwards along some of
our finest waterways).

As there are clubs devoted to this kind of thing, we believe
that such
filthy language should be purged from our
club.

This AGM therefore resolves to....

Introduce a fining system to deter the use of
such language, such as
the banning of chocolate cookies
during club lunch for any offenders.

Proposed:
Tom Mitchell Seconded: Tim Smith

It was noted
that many people in the club had used rowing as an excuse to avoid
orienteering events. A couple of people pointed out that both
the proposer
and seconder had been seen travelling backwards only
24 hours before the meeting,
but were assured that this was a
mistake not to be repeated, and certainly not
talked about in
public. It was considered that a harsher fine was needed
and
so the motion was amended to include doughnuts as well as
cookies.

Passed 11 for, 1 against.

This AGM notes that...

The rules for Cuppers currently reduce women's times by 25% to
allow
for fair competition with the men.

In
depth analysis of the results from events over the last year has
revealed that the difference in winner's speed ranges from 13%
at
BUSA to over 30% in elite events, with the average
excluding elite events
being just over 20%.

This AGM therefore resolves to...

Change
the time subtracted from women's times at Cuppers to 20%.

Proposed: Tim Smith Seconded: Tom
Norton

Tim explained that it did seem that teams
containing women had an advantage
over those made up entirely of
men. He presented the statistics from major
events to those
who cared to read them. Some people asked why we did not
just use the results from previous cuppers events � Tim explained
that this
was not particularly helpful due to the small number of
competitors and large
variation from year to year, but that
applying the suggested scoring system
to previous cuppers events
gave sensible results.

Passed nem
con.

This AGM
notes that:

OUOC are going on tour in
July to Fontainebleu.

This AGM therefore resolves
to:

Design and order a tour t-shirt to
remember the occasion.

Create a / several tour
CD(s)/cassette(s) of all the tour party's favourite
tunes to
enjoy while travelling and on the camp-site.

Proposed: Matt Dillingham Seconded: Tim
Smith

Matt said that the guys who didn't go on tour
last year were short of some
quality OUOC tour kit and, whilst
they didn't need any more o kit, having our
own T shirt would be a
nice idea. We mentioned that T shirts would be
available at
the event but thought that Matt's T shirts would be good and that
anyone who wanted two T shirts could buy another in France.
People should
e-mail their suggestions for tunes to
Matt.

Passed nem con.

This AGM notes that...

The Varsity Match was cancelled this year at the last minute and
replaced
by a curry in Birmingham.

We didn't
have a chance to take the piss out of the Tabs.

This AGM therefore resolves to...

Have a
Varsity Match of any shape or form at the most convenient time
for both clubs.

Proposed: Tom Norton
Seconded: Tim Smith

There was mixed opinion as to
whether it was worth re-scheduling the event.
It is unlikely
we would be able to field the full team originally selected due
to
other commitments and injuries. However it is likely that the
Tabs
will have a similar problem. Everyone trained a lot for
the VM and the
girls in particular were in a good position to do
well this year. Most
people thought that it would be worth
holding the event, even if the teams were
not as strong as
possible � hopefully the Tabs will have the same
attitude.

Passed 10 for, 1 against, 1
abstention.

This AGM
notes that...

OUOC and JOK are
responsible for organising the Varsity Match in 2002.

Nick Barrable has offered to organise the event in Sweden and
look for
suitable sponsorship to ensure the event can take
place at a reasonable
price.

A large number
of people in the club have said they would like to go
to
Sweden if the price was low.

This AGM therefore
resolves to...

Ask Nick to go ahead and
organise the VM in Sweden if possible.

Tell the filthy
tabs that they had better be there too.

Proposed: Tim Smith Seconded: Tom Norton

People
were still keen to go to Sweden. Someone mentioned that Nick
may
have a new job and not as much time to organise the event as
mentioned in the
past.

Passed nem
con.

This AGM
notes that...

A large amount of time and
effort was spent organising BUSA.

We were most
unfortunate to suffer cancellation at such a late stage.

A lot has been organised and could be put to use if the
competition
was rescheduled.

The most sensible option for re-organising the event is to have
it in
2002.

This AGM therefore resolves
to...

Form a committee to organise BUSA
2002.

Contact Edinburgh and ask them to organise their
event in 2003.

Proposed: Tom Norton
Seconded: Tim Smith

Tom N explained that he had
spoken to the Army recently and that they were
happy for us to
organise the event on their areas. Bramley is already
open
again and Bordon will open in June. Allan Farrington has said
he
would arrange accommodation at Longmoor if the event was
re-scheduled, which
would be a better location. The Army are
still keen to hold their combined
services match at the
event. All the courses have been planned and so
if we hold
the event soon they can be used. The main effort required in
the organisation would be on the part of the day
organisers.

Luke mentioned that anyone considering taking the
position of day organiser
should be aware that, whilst the Army
were helpful at organising anything he
asked for, they were very
keen to organise things their own way and weren't
good at
communicating with anyone except the overall co-ordinator. It
would be essential to have a lot of communication with them to keep
up with
what they had organised and ensure that things were
progressing as we wanted.

No one wanted to take responsibility
for organising the event but people were
keen to see it take
place. No one was able to organise the event next
Easter and
so it seemed the best option was to try and organise the event over
the next few months. The current committee would be able to
help out and
pass on what they have organised before leaving
Oxford. Organising the
event in September seemed to be the
best option. Tim was worried that
holding the event in the
holidays would reduce the entries, but we decided that
if the
event was late enough other universities would have started their
term
and that as long as we notified people before the end of this
term there should
not be a problem. Holding a smaller event
would be preferable to cancelling
the competition. There is
the possibility of holding the Varsity Match
at BUSA as almost all
of us could run competitively.

The motion was amended to the
following:

"This AGM therefore resolves
to...

a. Investigate the possibilities for
organising the event in September.
b. If it is not practical
to hold it in September then contact Edinburgh and
ask them to
continue with their event in 2002, unless someone from Oxford
volunteers to organise next Easter."

Passed
nem con.

This
AGM notes that...

We need a Fresher's
Fair stand.

This stand needs to be with the
cross-country club because last year
Caroline had to keep
going all the way over to the other side of the room
every
time she wanted to flirt with the x-c boys.

Having our
stand next to the cross-country club would be better for
our
profile as a competitive sport.

This AGM therefore
resolves to...

Ask the incoming
Secretary to pester OUSU until they can guarantee we'll
be
with all the cool people at freshers' fair.

Proposed: Caroline Catmur Seconded: Tim
Smith

Ian commented that the new approach to
recruitment had worked well (the people
who were interested in the
club enjoyed running and those who have joined are
keen) and
thought that this was the most important factor, rather than the
location
of the stand. Matt and Chris, both of whom joined
this year, commented
that they would probably have found the stand
easier if it had been with other
competitive sports.

The
new secretary was keen to abide by everything set out in the new
constitution
and so asked that the responsibility for pestering
OUSU was moved to the President,
who foolishly agreed, so the
motion was amended to:

"This AGM therefore resolves
to...

Ask the incoming President to pester
OUSU until they can guarantee we'll
be with all the cool people
at freshers' fair."

Passed 11 for, 0
against, 1 abstention.

This AGM notes that...

We need a
freshers' event in the first few weeks of next term.

The park race last year was really good and would be much better
than
Shotover as a freshers' event.

As there
are going to be hundreds of big events rescheduled for next
October there's not so much point in trying to put on a big park race
to attract normal orienteers.

This AGM
therefore resolves to...

Make the
freshers' event a race in the university parks and bits of
the science area, etc.

Aim it at people within the
university.

Have lots of funky fliers for it at
freshers' fair.

Proposed: Caroline Catmur
Seconded: Tim Smith

Everyone agreed that the park
race was a good event and that a city centre
location would be
better to encourage people to attend. Someone mentioned
that
a park race would be the ideal event for potential members to see the
athletes
in OUOC racing fast round the course.

Passed
nem con.

This
AGM notes that...

The new system of
accounting means that putting payments for club lunch
through the accounts is impractical.

This AGM
therefore resolves to:

Introduce a
charge of �1 for club lunch to be paid on the day.

Ask
the Social Officer to spend no more than �15 on lunch.

Cover the difference between money received and spent.

Proposed: Kate Urch Seconded: Tim Smith

Everyone agreed this was fair and a better option
than other suggestions such
as opening a bank account for social
events.

Passed nem con.

This AGM notes that...

Rachael's efforts at the annual dinner were pathetic.

This AGM therefore resolves to...

Send photographs of her antics to her coach.

Proposed: Tom Norton

It emerged that some people
present were much nicer than Tom had bargained
for and the vote
was 5 for, 5 against, 2 abstained, which probably means it
won't
happen.

Other Business

Dave D
was blamed for everything Canadian, with particular reference to
Bryan
Adams and Celine Dion.

We discussed what we could
spend some money on that would be of use to the
club. Kate
mentioned it would be best if we spent it before July so that
it
would fit in this year's budget. We decided to
buy:

A box of new punches to replace any
damaged or stolen.
Some of the new BOF signs to direct people
to our events.
A licence for OCAD (preferably OCAD 8 but we
would like to pay for it by July
so may have to get OCAD
7)

We decided that we would subsidise transport
to the French tour.

We decided not to buy any e-cards for the
club.

This AGM notes
that...

This is getting rather tedious
and has gone on long enough.

This AGM therefore
resolves to...

Make our way to Keble Bar
for some of the finest drinks money can buy,
unless anyone
else has anything else to add.

Proposed: everyone, I should
think

Despite doubts that we would be able to find
any fine drinks, the meeting was
closed and we made our way to the
bar.